The Enterprise SharePoint Program provides tools and resources to enable collaboration across distributed teams. It aims to manage tensions between people and technology, present and future states, and resources and expectations. The program framework includes roadmaps, charters, and committees to strengthen priorities, resources, and governance of shared responsibilities. It also includes value chain frameworks, RACI matrices, scope definitions, release roadmaps, and other components to integrate the program and deliver value to stakeholders. The overall goal is to increase awareness and use of available products and services across the organization.

1. Enterprise SharePoint Program
Framework
Innovate Vancouver
A Case Example

2. Enterprise SharePoint Program –
Future Vision Statement
“The vision of the Enterprise SharePoint Program is to
enable departments, teams, and communities to
collaborate, communicate, and manage shared efforts &
assets across distributed and remote networks”
“To provide the tools, resources, and best practices to enable
the creation and delivery of effective teams, leadership,
community engagement, and stakeholder relationships”

4. “Transformation involves managing the tension
between:
* People and Technology,
* Present state and Future State, and
* Resources and Expectations
Leading a transformation involves patience,
compassion, and resilience”

5. Table of Contents
Enterprise
SharePoint
Program
Framework
The Business Case
Governance Committee
Program Framework
Value Chain Framework
RACI Diagram
Scope of Services
Release Roadmap
Ticket Onboarding Roadmap
Information Architecture Guidelines
SharePoint Architecture Catalogue
User SharePoint Site
TDX Service Catalogue

6. The Enterprise SharePoint Program is
responsible for supporting Departments to
manage the following:
• Documents
• Information/ Data
• Access & Permissions
• Workflows & Lists
• SharePoint Sites & Microsoft Teams
• Applications
• Security, &
• User Onboarding & Engagement
The Business Case
The Business Case:
Delivering Value
Collaboration &
Strategies
Information
Governance
Communication
Strategy
Quality Control
Change
Management
Continuous
Improvement

7. The Enterprise SharePoint Program
Framework

8. “The Enterprise Program Architecture must
integrate successfully into the existing
environment in order to be effective. This
considers:
* Culture
* Strategic Priorities
* Enterprise Vision
* Enterprise Risks
* Stakeholder Requirements

9. Governance
Committee
The governance committee was formed to help support the program in
the following areas:
• Identify Priorities
• Evaluate Approach & Best Practices
• Establish Structure & Roadmap
• Manage Risks & Roadblocks
Roles
Responsibilities
Scope

10. SharePoint Program
Framework
The SharePoint Program Framework includes the roadmaps, charter,
and committees whose primary purpose is to strengthen the following:
• Identification of priorities,
• Allocation of resources, and
• Governance of shared responsibilities and deliverables
Support
Framework
Purpose &
Definitions
Enterprise
SharePoint
Program
Components

11. Value Chain
Framework
The Value Chain Framework is a component of the SharePoint Program
Framework, and is useful to strengthen program and stakeholder:
• Visibility,
• Communication,
• Collaboration, &
• Integration across the college.
Service & Delivery Pillars
Governance
Department
Teams
Communications
& Training
Enterprise
Information
Architecture
Program
Organization
Service &
Technology
Roadmap
Build, Configure,
Dev, & Testing
Pipeline
Architecture
Models &
Templates

12. RACI Diagram
Scope:
The RACI Diagram (or Matrix) is used to provide a high-level description
of roles and responsibilities across the SharePoint Enterprise Program
Community.
The RACI helps to support the following:
• Identify who is responsible, accountable, consulted, and informed
• Identify who is likely to provide support to projects and/or program
deliverables
RACI Roles & Responsibilities Project Program
Project Sponsor 1 1
Product Manager 1 1
Project Manager 1
Change Manager 1 1
System Administrator 1
Client Services 1
Business Analyst 1
Developer 1
Quality Assurance 1
Communications & Marketing 1 1
Records & Privacy 1 1
Governance Committee 1 1
Department/ Client 1 1
Systems Administrator 1 1
Service Desk 1 1

13. Scope of Services
The Enterprise SharePoint Program’s Vision Statement helps to identify,
evaluate, and prioritize products and services that will drive immediate
value for the college. Prioritizing these products and services according
to stakeholder needs also helps support the following:
• Strengthen Enterprise Planning & Integration
• Strengthen Portfolio Prioritization & Evaluation
• Strengthen Delivery, Impact, & Customer Experience
Site
Creation &
Deployment
SharePoint
MS Teams
Document
Libraries
Workflows
Automation
Power
Platform
Information
Architecture
Permissions
Architecture

14. Release Roadmap
The product and service release roadmap helps to identify what products
and features are planned for release over the new couple of years.
These roadmaps are often presented graphically and are help to support
the following:
• Portfolio and resource management and prioritization
• Readiness and capacity building
• Visibility and promotion of best practices & guidelines
Community of Practice Deployment Roadmap
Department Site Deployment Roadmap
Infrastructure & Security Release Roadmap
Information Management Assets Release Roadmap
Training Release Roadmap
Future Release Roadmap
Hub n Spokes Model Release Roadmap
Asset Release Roadmap
Program Release roadmap

15. Ticket Onboarding
Roadmap
The Ticket Onboarding Roadmap graphically depicts the tools, teams,
and steps taken when a new request is submitted to the Enterprise
SharePoint Program. The roadmap, often depicted graphically, also helps
to support the following:
• Streamline & standardize the workflow/ management of stakeholder
requests
• Strengthen customer experience during engagements with the
Enterprise SharePoint Team
• Strengthen product design, configuration, testing, and delivery
mechanisms
User Process Roadmap
Enter System
Facilitate
Orientation
Discussion
Manage
Workflow
IT Process Roadmap
Enter System
Facilitate
Orientation
Discussion
Manage
Workflow
Tooling Roadmap
Enter the
System
Facilitate
Orientation
Discussion
Manage
workflow
Teams Roadmap
Enter the
System
Facilitate
Orientation
Discussion
Manage
Workflow
Tools Workflow
SharePoint List
Jira Tasks
Teams
Dynamix

16. IA Guidelines
The Information Architecture (IA) guidelines are used to support the
following:
• Effective site and document management best practices
• Strengthen Information Management & Security
• Align Document & Information Management with Legislative,
Regulatory, Service, and Policy Requirements
General Document
Management
Principles:
Overview
Storage
Site Structure &
Hierarchy
Flat Site Structure
Navigation
Branding
Search
Architecture
Permissions
Security Best
Practices
External Sharing
Naming
Guidelines
Provisioning
Automation
Metadata
Standards
Taxonomy & Term
Stores
Microsoft
Information
Protection
company Record
Types, Sensitivity,
& Retention Label
Themes
Re-usable
Architecture
Models
Records
Management
Labels &
Conditions
Retention Labels
& Policies:
Capability Matrix
Basic Retention
Settings Matrix
C&M Branded
Landing Page &
Navigation
Elements

17. SharePoint
Architecture
Catalogue
The SharePoint Architecture Catalogue is used to support the following:
• Design and Management of Replicable Architecture Models that
support best practices for
• Object management,
• Access,
• Security, and
• User Experience
Architecture
Models
Catalogue
SharePoint
Hub n Spokes
Model
Microsoft
Teams
Document
Libraries
Ext-Guest
Permissions
Object
Sharing/
Collaboration
Permissions
Groups
Information
Architecture

18. User SharePoint
Site
The User SharePoint Site is a Public Facing, providing:
• Basic information to support engagement with the Enterprise
SharePoint Program, &
• Strengthen Awareness and Use of available products and services
Microsoft Learning
Pathways
Video Catalogue
Infographics
Training
Resources
TDX Sites
Request
Roadmap
& Links
Enterprise
SharePoint
Program
Contact
Information

19. TDX Service
Catalogue
The TDX (AskIT) Service Catalogue is used to submit requests for new
products and services. Currently, the catalogue supports stakeholders to
submit tickets for either a SharePoint or a Microsoft Teams site.
In the process of validating and building these sites, additional supports
are provided to identify other products, training, and services that may be
needed to onboard, engage, and implement these products successfully.
The Service Catalogue has been updated, and helps to support the
following:
• Increase Awareness & Visibility of available Products & Services
• Increase Requests and Use of available Products & Services
Submit
Request in
TDX
Teams SharePoint
Ticket
Validation
Confirms
Request
Ticket
Onboarding
Roadmap
Validates
Request
Places
Ticket in
Que
Ticket
Approval &
Delivery
Build Test Validate Delivery

20. Community of
Practice
The SharePoint & Teams Community of Practice is involved in engaging
Content Creators & Content Users to support the following goals:
• Increase Technical Knowledge of Content Creators
• Increase Implementation Knowledge of Content Users
• Increase Knowledge of Best Practices and Value Added by using
available Products & Services
Reinforcement
Ability
Knowledge
Desire
Awareness

21. Stakeholder
Presentations
As part of the design, build, and implementation roadmap for the
Enterprise SharePoint Program, several user groups have been identified
for presentations. These presentations have been identified to support
the following:
• Increase Awareness & Engagement
• Solicit Projects & Engagement Opportunities
• Validate Approach, Priorities, & Update Roadmaps
What is
SharePoint
What is
Teams
How to
Design &
Manage

22. KPI Scorecard
The Key Performance Indicator (Metrics) Scorecard is used to support
the following:
• Align program deliverables and priorities with business key impact
areas
• Strengthen Awareness and Buy-in (SharePoint/365 Products &
Services) across the company Community
• Error Rates,
Service
Efficiencies
Gained
• Return on
Investment,
Cost Efficiencies
• Workshops
Facilitated,
People Trained,
Modules Taught
• Satisfaction
Measures,
Adoption Rates
Customer
Learning
& Growth
Internal
Processes
Financial
c

23. Next Steps
The program is up and running. Resources are being added. Priorities for
products and services have been established. An approach has been
identified. All of these will be updated ongoing as stakeholder needs and
requirements evolve.
Our next step is to increase the visibility of the Enterprise SharePoint
Program!
• Tell your colleagues about the program’s products and services
• Schedule a presentation with the program for your team
• Submit a ticket for a new SharePoint or Team’s Site, Document
Library, Workflow, etc. ……………….
• Working on a project that would benefit a consultation with the
Enterprise SharePoint Program Team? Send us a schedule invite!
Program Presentations
Project Consultations
Products & Services
Catalogue
Best Practice Architecture
Guidelines
Program Framework

24. Questions?
Additional resources that have been used to inform the design of the above framework:
1. Information Architecture Guidelines – Report
2. Enterprise SharePoint Program Architecture Roadmap
3. SharePoint Program & Release Roadmap
4. 365 Value Chain
5. SharePoint Library Architecture – Design Catalogue & Roadmap
6. SharePoint Program – RACI Pitch Deck
7. Enterprise SharePoint Onboarding (Architecture Models) – Overview
8. SharePoint Program Onboarding Roadmap
9. SharePoint & Teams Architecture Models
10. SharePoint Program Backlog – Refinement Pitch Deck
11. company Enterprise SharePoint Program – Brochure
12. SharePoint Program Governance Committee – Brochure
13. SharePoint Program Framework Architecture - PitchDeck
14. M365 Structure Design Overview